ITB S-44300-00016250 _6229 Questions and Answers 5.5.2026.pdf

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Questions and Answers

ITB #6229

OregonBuys #S-44300-00016250

Invitation to Bid Laboratory Environmental Monitoring Equipment and Service

DATE: May 5, 2026

ISSUING OFFICE: Office of Contracts and Procurement

FROM: Andria Otjen, Contracts Specialist

Subject: Questions & Answers

The following material is being posted on OREGONBUYS for all parties who are interested in this ITB.

1. Question: Is "900 MHz wireless" a strict requirement, or will other wireless protocols be considered if they meet or exceed the performance standards?

Answer:

Support for 900 MHz wireless communication is a required system capability. (Section 2.7.3, page 11) This requirement is based on the need for reliable performance in laboratory environments, where physical barriers such as walls, refrigeration units, and specialized equipment can interfere with higher-frequency signals. The 900 MHz frequency provides:

• Enhanced signal range across large and complex facilities

• Improved penetration through structural and equipment-related obstructions

• Greater reliability and stability for continuous data transmission

• Reduced susceptibility to interference compared to common Wi-Fi frequencies

These characteristics are critical to meeting the ITB’s requirement for continuous, uninterrupted environmental monitoring and data integrity in regulated laboratory settings. (Section 2.7.1, page 11)

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2. Question: Would the Agency consider reducing or modifying the minimum ten

(10) years of experience requirement in Section 1.3.1 and Attachment G, given that qualified vendors with fewer than ten years of corporate operating history may be capable of fully meeting the technical, calibration, support, and regulatory requirements described in the ITB?

The Agency requires Bidders with a minimum of ten (10) years of experience to ensure proven capability.

3. Question: Please define the intended difference between "Digital Display

Readers, and "Monitors" in Attachment D, and confirm whether bidders may map their proposed architecture to these categories if the system uses different device terminology.

Digital Display Readers” and “Monitors” are defined functionally rather than by specific device naming.

Digital Display Readers generally refer to local, point-of-use devices that provide real-time visibility of environmental conditions at or near the sensor or data logger level.

(Section 2.3.1.7, page 9; Section 2.9.1, page 12)

Monitors generally refer to devices or system components that provide broader monitoring functionality, including local data storage, system-level visibility, and continuity of data collection during network or cloud outages. (Section 2.3.1.10, page 10)

Vendors may define, combine, or differentiate these components based on their system architecture, equipment specifications, and capabilities. Equivalent or integrated devices are acceptable, provided that all required functions—such as real-time display, data logging, local backup, and system monitoring—are fully supported.

4. Question: Please confirm whether the ISO/IEC 17025 accreditation requirement may be satisfied through the accredited calibration provider performing the calibration services

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The calibration provider must be compliant with ISO/IEC 17025 requirements and must offer NIST-traceable and ISO 17025-accredited calibration options. (Section 2.14.1–2.14.2, page 13)

In addition, calibration services must be performed by trained and qualified personnel operating under a documented quality management system, with certification records, traceability, and calibration documentation maintained for audit purposes. (Section 2.18.1–2.18.7, page 14; Section 2.21, page 15)

Providers must ensure that staff performing calibration meet applicable training, certification, and competency requirements necessary to deliver calibration services in accordance with ISO 17025 standards.

5. Question: Must this be in place at time of bid submission, or is it acceptable to obtain it prior to contract execution?

Bidders must have current Oregon Business License in good standing (Section 1.3.1).

6. Question: Please confirm the required evaluation quantity for Water Leak/Spill Sensors. Section 2.3 references approximately five (5), while Attachment D appears to list a quantity of three (3).

Attachment D Bid Pricing Form has been updated 5/5/2026 on quantities requested for bid.

7. Question: The ITB references differential pressure monitoring for BSL-3 areas, but Attachment D does not include a pricing line item for differential pressure sensors or related equipment. Please confirm whether this is required.

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Differential pressure monitoring is required for BSL-3 environments. (Section 2.8.1– 2.8.2, pages 11–12) Vendors must include appropriate equipment and functionality even if not explicitly listed as a separate pricing line item.

8. Question: Please identify what network access will be made available for the system, including Ethernet, Wi-Fi, firewall/port requirements, cellular coverage expectations, and any State/OIS approval steps required before installation.

The system must:

• Support Ethernet, Wi-Fi, and cellular connectivity

• Use secure, cloud-based, web-accessible software

• Meet State of Oregon cybersecurity and network requirements

• Provide encrypted data transmission and secure authentication

(Sections 2.4.1, 2.7.2, 2.13, pages 10–13)

Final implementation will require compliance with State/OIS approval processes prior to deployment.

9. Question: Are there floor plans with approximate locations for distance/equipment layout planning/quoting?

Floor plans and detailed equipment locations are not being provided as part of this ITB. Bidders are expected to base their proposals on the information provided and industry-standard assumptions. A voluntary pre-bid walkthrough was offered to allow vendors to assess layout considerations. (Section 3.4, page 17)

10. Question: Is there always a corresponding ambient temperature sensor with the RH sensor? Would a combination Temp/RH sensor be appropriate for all 25 RH locations?

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Relative humidity (RH) sensors do not require a separate corresponding ambient temperature sensor if the proposed solution utilizes combination temperature/RH sensors. Combination sensors are acceptable provided they meet all accuracy, calibration, and regulatory requirements outlined in the ITB. (Sections 2.3.2 and 2.14, pages 10 & 13)

11. Question: Please identify any quantity of spares for each as spares.

The ITB does not specify required spare quantities. Bidders may propose recommended spare quantities as part of their solution based on best practices and system reliability considerations.

12. Question: Please provide more details about the refrigerator, freezer, incubator, and cryogenic units requiring monitoring and actual quantities of each. Please also identify any quantity of spares for each as spares.

a) Refrigerator and freezer quantities:

i. +2 to 8°C –

ii. -20°C –

iii. -80°C –

iv. -196°C -

v. Incubator (Temp/CO2) - Make/Model and Qty of each unit

The ITB provides approximate quantities for sensor types but does not specify detailed equipment counts or models. (Section 2.3.1, page 9)

Bidders should base bid on:

• ~40 ambient sensors

• ~100 refrigerated/freezer sensors

• ~25 cryogenic sensors

Detailed equipment inventories (e.g., +2 to 8°C, -20°C, -80°C, -196°C, incubator make/model) are not provided. Solutions must be scalable and adaptable to various equipment types typical in a public health laboratory environment.

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Attachment D Bid Pricing Form has been updated 5/5/2026 on quantities requested for bid.

13. Question: Refrigerated and freezer temperature sensors. Glycol buffer or other required?

The ITB does not explicitly require glycol-buffered probes. However, sensors must meet laboratory-grade accuracy standards and be suitable for their intended environments. (Section 2.3.2, page 10)

Bidders should propose appropriate probe types (including glycol buffers if applicable) to ensure compliance with regulatory and operational requirements.

14 Question: is there a leak catch container/drip pan in all/any of the 5 locations? If there is a leak catch with separate compartments, one sensor/compartment or one sensor total?

Bidders should propose a solution that effectively detects leaks in typical laboratory configurations. Sensor placement and quantity per location should be based on best practices and system design.

15. Question: Digital display readers – required for every wireless transmitter installed, or would a mobile app address?

Digital display readers are included as part of the required equipment. (Section 2.3.1.7, page 9)

Additionally, data loggers must provide local, point-of-monitor visibility (e.g., display interface). (Section 2.9.1, page 12)

A mobile application alone would not replace the requirement for local display capability. However, integrated or multifunction devices that provide equivalent local visibility and meet all functional requirements are acceptable.

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16. Attachment D Bid Pricing Form – Will this be modified based on responses?

Attachment D Bid Pricing Form (dated 5/5/2026) has been updated via an Addendum posted in Oregon Buys. Agency reserves the right to further modify the Bid Pricing Form through a formal addendum if necessary. Changes will be issued via OregonBuys. (Section 3.7, page 18).

End of Questions and Answers